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How to Share and Test a Newly Created Shared Folder by Mapping Drive to the Share

Document ID:HO3633


Cannot share folder; Do not have proper permissions; Unable to share; Unable to provide full control; Can not assign write or create access; Share



This article provides example instructions on how to share a folder and map the shared folder to a drive letter for use with the MFP "Scan to Network" solution. NOTE: This procedure requires administrator's or power user rights or permissions. Group policies may restrict the ability to properly share a folder and prevent proper use of this folder.



Article Contents



Before you begin

Again, the following prerequisites are critical to creating a successful share:   

  1. File and print sharing is enabled on your PC.
  2. You have administrator's privileges enabling you to share folders.
  3. You have user privileges allowing full, change, or contributor access control to a shared folder.   
  4. A working LAN for local and remote PCs


Windows XP Folder Creation & Sharing Example

Other Microsoft operating systems will follow similar procedures, but nomenclature and setting locations differ by operating system. Please reference Microsoft's technical resources or seek additional assistance from your network administrator.

Step Action

Choose a scan destination directory on your PC.

No folder? Create one by performing the following:

  1. Right-click in an open area of the window or preferred folder location.
  2. From the drop-down menu, select New, and then Folder. Enter a Name for the folder.   
Define the share and assign necessary rights to the user's folder.
  2 Right-click on the newly created and named folder, and select Properties or Sharing and Security from the drop-down menu.
  3 Click the Sharing tab.
  4 Select Share this folder
  5 Enter a share name, and click on it to verify that Full Control or Change access is selected. 
  6 Click on the Permissions button.
  7 You may notice Everyone listed with Read access only. You may have to remove this entry depending on your network infrastructure.
  8 Click Add to give others access to this folder.

Type each user name into the "Enter the object names to select" dialog followed by a space, and then click Check Names to find users.



NOTE: This value is often the network login name within a given domain; however, this is not always true. Where it says, "examples" click to show you additional value possibilities.

 10 Once you have verified the correct users are listed, click OK.

Highlight each user's account entry under the Permissions window, select required rights-per-user, and then click OK.  

  • - Read allows the user to read the files in the folder.
  • - Change allows the user to modify, add, or delete files in the folder.
  • - Full Control allows the user to modify, read, add, and delete files in the folder. This person will also be able to adjust these permissions, or take full ownership of the folder.

Lastly, this next step may need to be performed (based on your network topology).

  • - Click on the Security tab and then click Add.
  • - Add all the user accounts that you have added in the Permissions window in Step 9.
  • - In the Enter the object names to select field, type the username or equivalent, and then click Check Names.
  • - To add multiple user accounts, type a semicolon and a space after the first account name and then repeat as necessary for each user.
  • - Click OK when you are done.
  • - Click Apply and then OK.
 13 Users within a the Domain or Workgroup with correct permissions will now be able to access the files within that shared folder. However, this still doesn't validate access to the share across the LAN.



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Test Access to the shared folder


No errors should indicate success. Exceptions may apply so consult with your network administrator to identify any problems encountered. 

  1. Right-click on My Computer, and then click Properties.
  2. Select the Computer name tab.
  3. Write down the first part of the computer name up until the dot (.). Also, take note of the Domain or Workgroup name.
  4. Open Explorer, and then click Tools from the File Menu bar.
  5. Select Map a network drive.
  6. Select a free and available Drive Letter from the drop-down menu.
  7. Enter the folder path in a UNC* structured format. For example, \\thecomputername\sharename. NOTE: These names were established in Step 3 of this current procedure and Step 5 of the above procedure. 
  8. If you are logged in as administrator on a workstation configuring for a user, or if this is a remote computer that contains the shared folder requiring a different log-in username and password, click on Connect using a different user name.
  9. Enter that user's security user name and password credentials.
  10. Click the Reconnect at login checkbox if this network drive should be mapped permanently. Otherwise, this drive will un-map when the user logs out of this computer.
  11. Click OK.
  12. Click Finish. No errors should indicate success.
  13. You should now see the newly mapped drive letter pointing to the share.
  14. Right-click on the drive letter and choose an action. For example, select New > Folder or Shortcut.
  15. No errors should indicate success. Again, consult with your network administrator for any explanation of why you are unable to map the drive to a share on your network. 

* - Uniform or Universal Naming Convention structure:  ( \\ ) [servername or computername(hostname) or IP address] ( \ ) [sharename or folder share]. This excludes the parenthesis and brackets.  


Other Drive Mapping Notes

Microsoft Vista users: Open Computer and click on Map a drive.

Microsoft Windows 7 Explorer users: The file menu bar is no longer visible.

-To display the file menu bar, press F10 or Alt key.

-To permanently display bar:

  1. Open Start Menu > Run. Optionally press window key + r.
  2. Type gpedit.msc and press Enter. [ This will open up group policy editor ]
  3. Now navigate to User Configuration >> Windows Components >> Windows Explorer and double-click the entry in the right pane that says
    Display the menu bar in Windows.
  4. Now select the radio button enabled to force the operating system to display the menu bar in explorer.
  5. Click Apply and then OK.




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Related Articles


Scan to Network Configuration and Help Topics


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